HOW TO: Merge duplicate contact records in WeCanDoCRM

25/11/2009 at 9:27 am Leave a comment

An important part of any customer database or Customer Relationship Management (CRM) system is being able to handle the inevitable duplicate records. Here’s how to do it in WeCanDoCRM Social CRM.

First off, it’s entirely normal to get duplicate records as you bring contacts in from various distinct sources.  If you’ve emailed someone then you’ll hold a record for them in your email software, but that could differ from the details you hold for them in a older customer database or the details tthey share on Twitter.  Most CRM systems will update an existing contact record with new data you bring in, but only if it can be sure they are the same.  If you have two different email addresses for the same person, it will mostly likely consider them separate people, even if you know they are the same.

WeCanDoCRM enables you to fetch contactlist from all over, such as Microsoft Outlook and other email systems, existing customer databases and social networks.  It is inevitable that different contact details will be held for the same person, so we’d provided an easy way to bring all your duplicate contacts together as one, merging the most relevant details into a ingle contact record whilst deleting the duplicates.

Step 1:

Go into WeCanDoCRM, hover over the Contacts menu item and then click on the Merge link.

Merge Contacts in WeCanDoCRM (click to enlarge)

Step 2:

In the filter box above the Full Name column, type in the name of the contact whose records you wish to consolidate.  All matches will come up in the results below.

Select the contact to merge (click to enlarge)

Step 3:

Of the total results which match the name you entered — and we’ll show you ALL instances where that name occurs, not just duplicate records — tick the TWO records you want to merge together and click Next.

Select which records you wish to merge (click to enlarge)

Step 4:

Select from the  left hand and the right columns which versions of the specific contact information you want to retain in the final merged contact.  Make it whichever information you think is most accurate.  Any information you don’t merge into the central column will be deleted when the duplicate records are merged!

Choose the information you want retained in the final merged record (click to enlarge)

You’re done!  You now have just one merged record for that contact.

You can repeat this as many times as you wish if you have many instances of different contact details for the same person; each time the merge will bring together the most relevant details into a single contact view.

You can give it a go yourself by clicking here, which will take you striaght to Step 2.

Your feedback welcomed, so let us have it below!

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